Administrative Assistant Real Estate
BHHS Verani Realty
Portsmouth, NH US
Posted ago
BHHS Verani Realty

JOB SUMMARY:
BHHS Verani Realty is searching for an Office Administrator/Receptionist to work in our real estate office in Portsmith, NH. The successful candidate will possess strong administrative and computer skills, be attentive to details, perform with quick and accurate follow-through, be able to interact with people of varied personalities in person, on the phone, and electronically, be self-motivated, be personable, reliable, and welcoming to clients. The individual will be the first contact that people will meet when entering our office and the individual will be required to meet the standards of a professional environment while supporting the organization by performing general and diversified office duties. Being a licensed real estate agent or possessing real estate experience is a plus, but not required.

ACCOUNTABILITY OBJECTIVES:
Provides office support to the staff and agents by implementing administrative systems, procedures, and backup. The Administrator supervises office activities to achieve maximum expense control and productivity. The Administrator develops procedures and policies for office activities and may also be responsible for the maintenance of the office equipment and supplies.

NATURE OF POSITION:
Administrator will report directly to the Office Sales Manager and will work closely with real estate agents and be a Technology Liaison.

JOB TYPE: Full-time

Responsibilities

PRINCIPLE ACTIVITIES IN ATTAINING ACCOUNTABILITY OBJECTIVES:

  • Complete projects given daily and weekly from the Manager including but not limited to printing, filing, copying, scanning, faxing, creating e-mails or direct mail recruiting campaigns 
  • Attend corporate Administrator/Staff Meetings 
  • At manager’s request, will meet and greet with prospective Real Estate Sales agent recruits to get a one on one feel as to their fit in the office 
  • Understand and know how to use and assist agents with any company equipment, computers and printers 
  • Communicate with the Help desk/IT department on a regular basis to take care of any computer or phone issues in our office i.e.: printer connections, re-booting of systems, PC's, voicemail, etc. 
  • Communicate with and maintain telephone relationships with contacts at multiple listing services and local real estate boards concerning any discrepancies or questions about the MLS database and our listings 
  • Communicate via phone and email with e-Showings for any updates, questions, etc. about any of our agents and the showing instructions for our listings
  • Prepare and maintain our office policy handbook 
  • Update and maintain the Real Estate license book for all our agents at the front desk 
  • Submit any email reminders to agents regarding turning in Buyer Agency Agreements as well as friendly reminders of any upcoming meetings, as directed and reviewed by the manager 
  • Input all new listings into MLS; LoneWolf; e-Showings; Realtor.com, Zillow, Trulia accounts, and whatever databases are required 
  • When deals are pended, and closed, update the databases including: MLS; LoneWolf; etc. 
  • Deposit all checks into the Bank of America Remote deposit system. This includes all escrows and any other fees or payments that come into this office 
  • Maintain the master floor time agenda at the front desk 
  • Input all Buyer Agency Forms into the Backpage 
  • Maintain all office files which include new listings, under agreements, withdrawals, expireds, and closings as well as box up all year-end files to be sent to Londonderry. 
  • Keep all conference rooms and all general areas tidy and free of trash and maintain reservation schedule 
  • Keep all copiers, printers, and fax machines full of paper and stock extra supplies
  • Order any supplies needed by our cleaning company so they can understand any extra cleaning needs
  • Process agent listings photos
  • Assist the manager in the completion of the schedule for up time for the office
  • Offer customers, guests, and/or visiting co-brokers coffee, tea, or water and show them where to wait if needed
  • Greet any visiting Loan Officers from other companies but do not allow them to go beyond the conference rooms. Any information they leave behind will be filed accordingly
  • Post all outgoing mail and deliver all incoming mail
  • Upload money for postage to our mailing machine authorized by Ruth, via the Internet
  • Update listings book, as well as office phone list with extensions for handout
  • Maintain and update the list of where all lockboxes are located
  • Maintain and update the list of purchase order numbers for any signs ordered to be put up or taken down by our sign vendor 
  • Order coffee and office supplies from WB Mason and print supplies Reliable Inks as well the installation of any supplies into the printers, copiers, etc 
  • Review our own listings in the MLS to check for discrepancies or mistakes
  • Update and enhance listings on the Verani Backpage and input any office news or events on the Backpage, as directed by the manager 
  • Update and enhance listings in the various websites 
  • Scan incoming agent faxes to their e-mail
  • Help the associates, if needed, with ordering postcards 
  • Assist with company parties, contests, and functions 
  • Forward weekly updates to the manager as directed 
  • Additional responsibilities to include other special assignments as assigned by the Sales Manager 


Qualifications

QUALIFICATIONS AND REQUIREMENTS:

  • Represent BHHS Verani Realty in a professional manner and with attire appropriate for the position 
  • Valid Driver’s license 
  • Must be willing to pursue continuing education in field related studies 
  • Must have computer skills and be proficient in Microsoft Office products including Word, Excel, and PowerPoint 
  • Must have strong written and verbal skills 
  • Must be organized and can manage processes 
  • Must be willing to occasionally staffing other Verani Realty offices

SUCCESSFUL CHARACTERISTICS: 

  • Willingness to explore change and new ideas 
  • Positive attitude and committed to achieving company goals 
  • Must be friendly, supportive, and responsive 
  • Be in a position to learn 
  • Ability to communicate clearly 
  • Problem solver 
  • Be competent and accountable 
  • Sincere, patient, and perseverant 
  • Ability to prioritize and schedule work to be completed. 
  • The ability to interact respectfully with others 
  • Good listener 
  • Ability to handle multiple tasks with ease 
  • Possess organization and planning skills 


Compensation
$38,500 - $42,000
About BHHS Verani Realty

BHHS Verani Realty has been serving the community for over 50 years. As a trusted locally owned and globally affiliated real estate organization, we believe that by bettering the lives of our agents, clients, and community, we become a better company. The source of our success is found in our core values –– trust, respect, tenacity, innovation, and fun. Our enduring commitment to these values is our greatest strength and our most important competitive advantage. We are looking for that special individual that exemplifies our core values.

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